A Comparative Analysis of Management Information Systems Utilization for Organizational Effectiveness in Colleges of Education in Nigeria

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1 A COMPARATIVE ANALYSIS OF MANAGEMENT INFORMATION SYSTEMS UTILIZATION FOR ORGANIZATIONAL EFFECTIVENESS IN COLLEGES OF EDUCATION IN NIGERIA BY: ADEDAYO YUSUF ABDULKAREEM (Ph.D.) Senior Lecturer Department of Educational Management, University of Ilorin, Ilorin, Nigeria. AND C.O. FASHIKU (M.Ed.) Lecturer School of Education, Kwara State College of Education, Ilorin, Nigeria.

2 Abstract This report is on a comparative analysis of management information system utilization far organizational effectiveness in Colleges of Education in Nigeria. One thousand six hundred and seventy respondents were randomly selected using stratified random sampling technique from 24 out of the existing 65 Colleges of Education in Nigeria. The sample consisted of 895 academic staff, 522 non-academic stuff and 253 students from the colleges Self-designed instruments tagged, "Management Information System Measurement Questionnaire" (MISMQ) and "Organizational Effectiveness Measurement Questionnaire" (OGEMQ) were used to collect relevant data. These were validated by research experts. The reliability of the Instruments were ascertained through pilot tes~ using test-retest methods to obtain reliability coefficients of 0.75 and 0.88 for M1SMQ and OGEMQ respectively. The data collected were analyzed using descriptive and inferential statistics. Analysis of variance and Duncan multiple range tests were used to test the hypothesis formulated at 0.05 level of significance. The findings revealed that Federal Colleges of Education ranked first in MIS utilization for organizational effectiveness in Colleges of Education in Nigeria. Next in the rank order was the State Colleges whose means score was greater than those of the privately owned Colleges of Education in the country. Based on the findings, it was concluded and recommended that: Federal Government should establish Management Information Units in all the Colleges of Education in Nigeria while the units should be well funded. Institutional managers should be mandated to be using MIS in their administration. Furthermore, Federal Government should introduce Modern Information Technology in the school curriculum so that teachers can get exposed to the techniques and strategies of MIS use in school administration while each of the Colleges, as a matter of policy, should make deliberate efforts to ensure that staff and students are computer literate.

3 Introduction The need for an effective information system in social organizations like the schools cannot be overemphasized. Information has to flow from the institution s management to staff and students and vice-versa. This information is mainly on the plans, policies/decisions, programmes, prospects and problems of the institution. In Nigeria today, more than ever before, effective system of information communication is of paramount importance to the school manager/administrator because of the increasing complexity of the institution. AbdulKareem (1988) elucidated that this complexity has been brought about, among others, by: (ii) Explosion in school population; (iii) Expansion of programmes and resources; (iv) Increased pressures on the school to respond to the needs and expectations of the society in which sporadic and often violent change occur; (v) Increased demand for accountability of the school system and its management; (vi) Explosion of knowledge and information in and outside the school; (vii) increased awareness of the rights of student s parent and the society at large to education and educational institutions, and demand for such rights from the school system, and (viii) The technical, professional and complex structural compositions of the school staff. It is realized that no educational system can rise above the quality of its teachers (Federal Republic of Nigeria, 2004). This probably explains why the Federal Republic of Nigeria National Policy on Education is emphatic about providing teachers with intellectual and professional training adequate for their assignment and to make them adaptable to any changing situation, not only in the life of their country but in the wider world (FRN, 2004). In the same direction, section eight of the National Policy on Education (2004) equally stresses that Colleges of Education are higher institutions that have to pursue their goals through: teaching; research; dissemination of existing and new information; pursuit of service to the

4 community and; serve as a store house of knowledge. These goals can be best achieved if an effective and efficient MS is put in place in the institutions because information is of paramount importance. The fact that no organization can ignore the search for qualitative inform; lion and its storage gave rise to the birth of management information system in an organization, especially at the tertiary level of education of which Colleges of Education belong. In itself, management information system can be conceptualized as a formal.method of making available to the management accurate and timely information necessary to facilitate the decision-making process in order to effectively carry out the organization's plans, control and functions. Generally in Nigeria, Colleges of Education have some kind of Information Units but not management information systems as it is in the Universities. What commonly operates in the institutions is the traditional system of record keeping and retrieval. The advent of computer with its ability to store, process and condense large quantity of data springs a design of management information system in the school system, especially higher institutions. Colleges of Education in Nigeria are under the control of the National Commission for Colleges of Education (NCCE) that takes care of programmes and policy formulation and quality control. There is the need, therefore, for the Colleges to use MIS, irrespective of their nature and proprietorship, to function effectively. Organizational effectiveness can aptly be determined by the evaluation of: (i) Organizational evaluation goals and purposes; (ii) Physical and financial resources; (iii) Faculty attributes and performance; (iv) Institution's curriculum and institutional methods of governance; (v) Administrative leadership mid management; (vi) Campus climate and students life; (vii) Students academic performance and development (viii) Research and public service and relations with government and the community (Cameron, 1981; Lindsay, 1981; Ajayi, 1995). In effect, organizational effectiveness is concerned with relationship between the institutional

5 purpose, efforts and the achievement of the set purpose There is, therefore, the need to investigate the relationship between management Information Systems and organizational effectiveness at institutional level. This was the focus of the study which is reported in this paper. Literature Review The importance of information technology and management in organizational management and effectiveness is increasingly being felt all over the world. As elucidated 'by Dan-Isa (2001), the fact that the provision of efficient information system in an organization, which is almost as crucial as the supply of funds to an organization, has led to the emergence of a special unit in organizations, called "Management Information Systems" (MIS). MIS focus primarily on resource administration and provide top management with reports of aggregate data (Adamu, 2001). Available literature on Management Information Systems shows that studies on the relevance of MIS to organizational management and effectiveness are mainly on business organizations outside Nigeria. Furthermore, studies on MIS in the school system focus attention largely on higher educational institutions, especially the Universities. Batsman (1972) determined the current status of MIS assisted by electronic data processing in higher education in America and found that MIS was predominantly utilized in the areas of student records and finance. However, Garret's (1990) study concluded that information systems are useful for decision-making with a particular reference to fiscal planning and allocation of personnel resources in the North Carolina Universities. Alabi's (1998) study revealed that MIS was significantly used for administrative decision making in the Nigerian universities, while the system was not effectively utilized for budgeting control in state universities. Concepts of organizational effectiveness are the basis of theories of management and organizational behavior (Mahoney and Weitzel, 1969). However, there is no convergence among the many models used for measuring organizational effectiveness. This is probably due to the diverse conception of the term "effectiveness" which appear in the literature (Abdulkareem, 1988). Thus it is difficult to have a universally accepted standard to guide researches on school/ institutional effectiveness. In fact, organizational effectiveness is one of the intractable and

6 controversial constructs in social and behavioral sciences (Cameron, 1981). In most of the literature on organizational effectiveness, the dynamic for measuring effectiveness is mainly divided into internal and external; while productivity is the most common criterion for measuring such effectiveness. In the school setting, effectiveness may be assessed in terms of the organization, control and general management of the available resources to measure the school administrative or managerial effectiveness. This was the focus of the study being reported in this paper. Methodology This study is a correlation survey carried out ex-post facto. Stratified random sampling technique was used to select 24 out of the existing 65 Colleges of Education in Nigeria in order to reflect the six geo-political zones in the country. The technique was also used to select respondents from the Colleges sampled. These comprised 895 academic staff, 522 non-academic staff and 253 students. The students were selected among the student unions/associations. Two sets of questionnaire tagged, "Management Information System Measurement Questionnaire" (MISMQ) and "Organizational Effectiveness Measurement Questionnaire" (OGEMQ) designed by the researchers were used to collect relevant data. These instruments were validated by test experts to ascertain their validity before their use. The reliability of the instruments were ascertained through pilot tests, using test-retest method, which yielded reliability coefficients of 0.75 for (MISQ) and 0.88 for (OGEM). The instruments were thus considered reliable for use... The research hypothesis formulated to guide the study states that: "there is no significant difference in the use of Management Information System for organizational effectiveness on the basis of proprietorship in colleges of Education in Nigeria Data for the research were collected using research assistants. The data collected were analyzed using descriptive and inferential statistics. Analysis of Variance and Duncan multiple range tests were used to test the hypothesis formulated at 0.05 level of significance. Results Research Question 1: "How adequate is the provision of MIS equipment in the

7 Colleges of Education in Nigeria?" To answer this research question, data collected on the provision of MIS equipment 'in the Colleges were analyzed using frequency counts, mean scores and percentages of responses to items on "Management Information System Measurement Questionnaire" as shown in Table 1. Table 1: Analysis of Adequacy of MIS Equipment by Category of Colleges of Education in Nigeria Category of College Type of Federal % State % Private % MIS mean mean mean score score score Electronic Print Electronic and Print Table 1 shows that MIS electronic was more adequately available in Federal Colleges of Education than State and Private Colleges of Education in Nigeria. This might be due to the nature of the gadgets and the funds involved because Federal Colleges of Education are generally better funded than their State and Private counterparts. Research Question 2: "How effective are the Colleges in their use of MIS for operations?" Data analyses to answer this research question are as shown in Table 2.

8 Table 2: Analysis of Organizational Effectiveness of Colleges of Education in Nigeria, using Management Information System Category of College Dimension of Federal % State % Private % Organizational mean mean mean Effectiveness Internal Dimension External Dimension Internal and External Dimensions Table 2 shows that State Colleges of Education were more effective internally when MIS was used in their operations, than Federal and Private Colleges of Education in Nigeria. However, Federal Colleges were more effective in the use of MIS to achieve their goals externally. Research Hypothesis There is no significant difference in the use of management information systems for organizational effectiveness among categories of Colleges of Education Table 3 shows the results of data analysis to test the hypothesis at 0.05 significance level, using analysis of variance technique. Table 3: The Result of One Way ANOVA Comparing the I se Management Information Systems for Organizational Effectiveness Among Categories of Colleges of Education in Nigeria

9 Source Df Sum of Mean F Ratio T Value squares Squares Model Error Corrected total The result in Table 3 reveals the calculated F-value ( ) is greater than the critical value of (3.00) at 0.05 level of significance and for 1669 degrees of freedom. Therefore, the hypothesis which states that there is no significant difference in the use of management information system for organizational effectiveness among categories of Colleges of Education in Nigeria is rejected. That is, significant difference existed in the use of MIS for organizational effectiveness among categories of Colleges of Education in Nigeria. To indicate the direction of differences, Duncan Multiple Range tests were carried out, and the result is presented in Table 4. Table: 4 Duncan Multiple Range Tests on Use of MIS for Organization Effectiveness Among Categories of Colleges of Education in Nigeria. Variables No Mean* Duncan's Grouping Group A Group C Group D * Means with the same letters are not significantly different In view of the result shown in Table 3, it becomes imperative to locate the areas of difference using Duncan multiple orange tests. The result, Table 4 indicates that Federal Colleges of Education had a means of ; State Colleges of Education had and Private Colleges of Education with means respectively. This implies that there is significant difference in the use of MIS for organizational effectiveness among the categories of Colleges of

10 Education in Nigeria. Federal Colleges of Education were found to rank first in MIS utilization for organizational effectiveness in Colleges of Education in Nigeria. Next in rank order was the State Colleges whose means score was greater than those of the privately owned Colleges of Education. The finding of this study supports those of Famro (1992) and Alahi (1 999) which revealed that federal universities were found to utilize management information systems for decision making on short term basis more than those of the state and privately-owned universities, Among other reasons that might explain this result is that, Federal Colleges of Education are being directly and uniformly financed by the Federal Government through the National Commission for Colleges of Education (NCCE), while the respective State Governments and the individual proprietors 61re the main financiers of their institutions. Particularly, it is note worthy that State Governments depend on Federation Accounts and Education Trust Fund (ETF) for their capital projects and programmes. Hence, Federal Colleges of Education are better funded and better equipped than those of the states and the privately-owned Colleges. Conclusions and Recommendations From the analysis of data and results obtained in the study, Management Information systems were found to be positively utilized for organizational effectiveness in Nigerian Colleges of Education. Federal Colleges of Education were found to have a higher means score than those of the State whose means score was found to be greater than the Private Colleges of Education in the country'. Based on this result, it is recommended that, Federal Government through the National Commission for Colleges of Education (NCCE) should establish Information Unit for Colleges of Education in Nigeria as operated in the Nigerian Universities. Federal Government should encourage modem information technology in the education curriculum so that teachers in training can be equipped with the techniques and strategies of MIS use in school administration. Each of the Colleges, as a matter of policy, should encourage the academic and non-academic staff, as well as students to be computer literate. In line with NCCE Standard, each College should practice the integration or information communication technology (ICT) using such benefits UN Education Tax Fund (ETF).

11

12 References AbdulKareem, A.Y, (1988). Impact of school resource management on school effectiveness in selected Secondary Schools in Kwara Slate. Unpublished Ph.D. thesis, University of llorin, Ilorin. Abiri, J.O. (2006). Elements of education measurements and statistical techniques in education. Ilorin: University of llorin Press. Adamu, A.U. (2001). Information management and college administration, In K.Isyaku, e.m. Anikweze, A.A. Maiyanga and M. Olokun (Eds.), Teacher education in the information technology age. Abuja: NCCE. 142 Ajayi, J.A. (1995). Influence of principals' communication styles on teachers Effectiveness on selected Secondary Schools of Odo-Otin LGA. Osun State. Unpublished M.Ed. Project, University of llorin, llorin. Alabi, A.T. (1999), Utilization of management information system for Decision-making in Nigerian universities Unpublished Ph.D. thesis University of Ilorin, Ilorin Bateman, H.R. (1972). The management information system and its role in administrative planning and decision-making in higher education. Unpublished Ph.D. thesis, Arizony State University. Dissertation Abstracts International 33 (5), A. Cameron, K. (1978). Measuring organizational effectiveness in institutions of higher education. Administrative Science Quarterly Dan-Isa, A. (2001). Information management and college administration. In K Isyaku, e.m. Anikweze, A.A. Maiyanga and M. Olokun (Eds.), Teacher education in the information technology age. Abuja: NCCE Famro, e.o. (1992). Goals and goal congruence in Nigerian universities. Unpublished Ph.D. thesis, University of llorin, llorin. Federal Republic of Nigeria (2004). National policy on education (rev ed) Abuja: NERDe.

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